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CITY COUNCIL 06/04/2012 THE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, June 4, 2012 7:30 p.m. City Hall Council Chambers CALL TO ORDER AND ROLL CALL Honorable James J. Cowhey, Jr., Mayor Kent Novit, Alderman First Ward Donald Schoenheider, Alderman Third Ward Catherine Waldeck, Alderman First Ward Stanford Tack, Alderman Third Ward David Moore, Alderman Second Ward Robert Palmer, Alderman Fourth Ward George Pandaleon, Alderman Second Ward Michael Adelman, Alderman Fourth Ward PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 7:30 p.m. 1. Comments by Mayor A. Resolution of Appreciation to Superintendent of Schools, Dr. Harry D. Griffith For 18 Years of Public Service Copy of Resolution beginning on page 7. B. Lake Forest Preservation Foundation Presentation to the City Council of the Annual Historic Preservation Awards PRESENTED BY STEVE DOUGLASS, LAKE FOREST PRESERVATION FOUNDATION These awards were presented at a Preservation Foundation meeting earlier this spring. 2. Comments by Acting City Manager 8:00 p.m. A. Report on Business Recruitment & Retention activities and “Summer in the City” events. PRESENTED BY SUSAN KELSEY, ECONOMIC DEVELOPMENT COORDINATOR, DEBORAH MCDOWELL, BROADACRE MANAGEMENT AND CARA GARRISON, FOREST BOOTERY. BACKGROUND/DISCUSSION: The City of Lake Forest targeted business recruitment program has added fifteen new businesses in the last eighteen months, representing over 26,000 square feet of new retail space. Approximately 5% vacancy remains in Lake Forest compared to 9% in Chicago and 9-11% in surrounding suburbs. Working closely with local property owners, the city has developed excellent working relationships to streamline the permitting and licensing process in an effort to recruit unique businesses to Lake Forest. Market Square is the economic engine for the central business district and Broadacre Management reports 98% retail occupancy. Business retention programs include over 50 special events scheduled this summer, the new Live, Work, Play iPhone 1 June 4, 2012 Agenda app, a targeted and collaborative program with Lake Forest College and the Saturday Farmers Market. 3. Comments by Council Members 8:15 p.m. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS ITEMS FOR OMNIBUS VOTE CONSIDERATION 8:20 p.m. A. Check Register For Period April 28 - May 25, 2012 Fund Invoice Payroll Total General 419,311 1,022,567 1,441,878 Water & Sewer 105,664 89,015 194,679 Parks & Recreation 178,502 303,446 481,948 Capital Improvements 178,719 0 178,719 Bond Funds - Projects 0 0 0 Motor Fuel Tax 0 0 0 Cemetery 1,332 17,895 19,227 Senior Resources 11,271 18,560 29,831 Deerpath Golf Course 69,632 42,165 111,797 Fleet 58,333 35,296 93,628 Debt Funds 1,750 0 1,750 Housing Trust 0 0 0 Park & Public Land 0 0 0 All other Funds 296,967 10,783 307,750 $1,321,480 $1,539,727 $ 2,861,207 B. Award of contract for Lake Forest share of the 2012 Joint Annual Pavement Patching Contractual Program. PRESENTED BY RAMESH KANAPAREDDY, P.E., CFM, CITY SURVEYOR & ENGINEER PURPOSE AND ACTION REQUESTED: Staff recommends awarding the contract for Lake Forest share of the 2012 Joint Annual Pavement Patching Contractual Program to Schroeder Asphalt Services, Inc. BACKGROUND/DISCUSSION: In 2010, the City tested all of its streets and developed a 5-yr Pavement Resurfacing Program. The 5-yr list of streets is developed based on the pavement structural ranking, proximity of streets to be grouped together, infrastructure projects planned on the street for a particular year, and other proactive approaches to ensure no other work is planned on the particular street for a foreseeable future. At the March 19, 2012 budget meeting staff presented the Asphalt Management Program to address the maintenance of the 120 center-lane miles of City owned roadways. By establishing an Asphalt Management Program, the City is able to respond to resident calls on pothole repairs with a timeline and prioritization ranking based on the structural number of pavement. 2 June 4, 2012 Agenda City staff will match the request to inform the resident whether the repair will be completed via the: a) Annual Pavement Resurfacing Program, or b) Included in the 5-yr Pavement Resurfacing Program, however the City will make temporary repairs for an easier riding surface, or c) Annual Pavement Patching Contractual Program, or d) In-House Pavement Repairs Program The Annual Pavement Patching Contractual Program helps in preventing long-term expensive pavement rehabilitation by repairing sections of deteriorated roadway. This program, along with the In-house Pavement Repairs Program, is coordinated to ensure the effectiveness of all three prioritized approaches. Each year during the spring season the Streets and Sanitation Section generates a list of potholes or deteriorated sections of roadway. Each deteriorated section of pavement is entered into a database. This database is matched against the list of streets in the Annual Pavement Resurfacing Program, the 5-yr Pavement Resurfacing Program, the pavement’s structural number (both surface and base), and the width of the repair. The Streets and Sanitation Section are capable of handling pavement repairs which are less than 11-ft wide due to the limitation of their equipment. The list of deteriorated sections of roadway are prioritized for repair based based on the above criteria and the allocated budget. The Annual Pavement Patching Contractual Program provides the following benefits: a) The pavement sections are repaired on a timely manner to avoid costly total street rehabilitation b) The contractors are well versed in handling pothole repairs that are wider than 11- ft and have the equipment available to manage the project efficiently and effectively c) The pavement sections are prioritized in terms of depth of repair and the severity of the pavement sections d) The contractors handling major repairs allow in-house crews to focus on minor repairs and address resident complaints in an expedited manner City Staff have previously briefed the Council on Municipal Partnership Initiative (MPI), a program that takes advantage of economies of scale, for securing low bid prices, among neighboring municipalities who bid similar projects each year. This year, City joined forces with Lake Bluff, Highland Park, and Lincolnshire to bid the 2012 Joint Annual Pavement Patching Contractual Program. For this year’s program, Lincolnshire is the lead agency, on behalf of the four communities, bidding the joint contract. All document tasks related to MPI portion and the Lake Forest portion of final engineering plans and joint bid contract documents were done by in-house Engineering Staff. The joint contract bid specifications provided details on all three communities' respective bid quantities to assist the winning contractor in planning this joint bid program. 3 June 4, 2012 Agenda BUDGET/FISCAL IMPACT: Bids for the 2012 Joint Annual Pavement Patching Contractual Program were received and opened on May 22, 2012. A total of four (4) firms bid the joint project. A summary of the bids received are as follows: The following is a summary of the bids received: BIDDER TOTAL MPI BID Schroeder Asphalt Services, Inc. $322,861.75 Peter Baker & Son $351,054.30 Chicagoland Paving $499,978.60 Johnson Paving $547,069.00 Engineer’s Estimate $408,774.00 The breakdown of the Base Bid specific to Lake Forest bid items are summarized below: BIDDER LAKE FOREST BID Schroeder Asphalt Services, Inc. $114,066.35 Peter Baker & Son $133,595.70 Chicagoland Paving $171,183.80 Johnson Paving $206,283.00 Engineer’s Estimate $117,287.84 One of the objectives of the MPI was to take advantage of economies of scale and also the current economic environment. The breakdown of asphalt prices are below: PROJECT NAME YEAR LOW BIDDER COST 4” ASPHALT PER SY MPI Joint Annual Pavement Patching Contractual Program 2012 $36.00 Lake Forest Pavement Patching Program 2011 $73.38 The comparison of the asphalt unit price for this year’s program over the previous year, when Lake Forest bid alone, does show considerable savings. The low bidder, Schroeder Asphalt Services, Inc. (Schroeder) has considerable experience working in Chicagoland on similar type of projects. City staff checked the past performance of Schroeder on projects of similar size and scope and determined that their performance was satisfactory. Based on references provided, Schroeder has been a successful contractor working for Lincolnshire, Northbrook, Forest Park, and 4 June 4, 2012 Agenda Warrenville. The Lake Forest share of the bid from Schroeder in the amount of $114,066.35 is lower than the Engineer’s Estimate. Since the City received good competitive prices it is the recommendation of staff to award the project for the budgeted amount of $120,000.00. Upon award of the contract, all three municipalities will meet with the contractor to get a tentative schedule for each community. If awarded, work on this project is expected to begin in June and be substantially completed by September. The remaining three communities are scheduled to award their portion of the contract to Schroeder in the coming month at their respective Council or Board meetings. The Engineering staff will provide daily inspectional services oversight to minimize any potential complaints from residents. Below is an estimated summary of Project budget: FY2013 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund $120,000.00 $120,000.00 Y RECOMMENDED ACTION: Staff recommends awarding the contract for Lake Forest share of the 2012 Joint Annual Pavement Patching Contractual Program to Schroeder Asphalt Services, Inc. for a not-to-exceed amount of $120,000.00. C. Approval of the May 21, 2012 regular City Council minutes Copy of minutes beginning on page 8. RECOMMENDED ACTION: Approve the Omnibus items as presented. ORDINANCES 8:25 p.m. 1. Consideration of a Recommendation from the Plan Commission in Support of Tentative and Final Plat Approval of a 2-Lot Planned Preservation Subdivision, the Alderwood Subdivision, on Property Located on the West Side of Waukegan Road, South of Regency Lane, Commonly Known as 1500 Waukegan Road. (Approval of a Motion Granting Tentative and Final Plat Approval, Approval of an Ordinance Granting the Associated Special Use Permit) PRESENTED BY CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT (810-3504) In March, 2012, the Plan Commission considered a request from property owners Robert and Lynn Thurber for approval of a 2-lot Planned Preservation Subdivision. The property proposed for subdivision totals just less than 9 acres and is currently developed with one single family residence located on the western portion of the property. The property is accessed by a private driveway which serves three existing lots to the north as well as the Thurber property. A previously excavated pond is located on the eastern portion of this 5 June 4, 2012 Agenda parcel and will be preserved as part of this subdivision to continue to buffer this area from Waukegan Road. The property owners no longer live in Lake Forest and in marketing the property, they received interest from buyers in purchasing a portion of the 9 acre lot. The proposed subdivision is in response to the expressed interest. The proposed subdivision creates two parcels, 3.72 acres will remain with the existing house and a separate lot of just less than 4 acres will be established to the east and will include the pond. Both lots will be accessed from the private driveway. Tentative and final plat approvals are combined for this request at the recommendation of the Plan Commission given the small size of the subdivision. Since the property is within the Historic Residential and Open Space Preservation District, a Special Use Permit is required as well to approve this subdivision. The Plan Commission voted unanimously to recommend approval of the subdivision to the City Council. The ordinance granting the Special Use Permit is included in the Council packet beginning on page 21. The conditions of approval, as recommended by the Plan Commission, are incorporated into the Ordinance. The Commission did not receive any public comment on this request. RECOMMENDED ACTION: Approve a motion granting tentative and final plat approval for the Alderwood Subdivision as recommended by the Plan Commission. And Waive first reading and grant final approval of an Ordinance approving the associated Special Use Permit for the Alderwood Subdivision and approving the conditions as recommended by the Plan Commission. NEW BUSINESS 8:40 p.m. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION ADJOURNMENT 8:45 p.m. Office of the City Manager June 1, 2012 The City of Lake Forest is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons. 6 RESOLUTION OF APPRECIATION WHEREAS Dr. Harry D. Griffith has served The City of Lake Forest as Superintendent of Schools July 1994 to June 2012 and WHEREAS, during Dr. Griffith's tenure, the elementary school day was lengthened to increase instructional time, and an Extended-day Kindergarten was established. Algebra for All was developed and instituted, bringing more than 90% of all 8th grade students to Algebra mastery and in 2000, District 67 schools completed over $25 million dollars in renovations and upgrades without a referendum by using non-traditional funding sources such as grants, donations, and other cost-saving measures; and WHEREAS, in 2004, Dr. Griffith's responsibilities were expanded through an innovative “Shared Services” model he became the Superintendent of Lake Forest High School District 115 and District 67, providing our community with a top-quality, articulated K-12 educational system while significantly reducing redundant administrative expenditures; and WHEREAS, in 2006, the community endorsed a $54 million dollar referendum by a 2:1 margin, the largest school referendum in the history of the community. This broad support kept LFHS academically competitive by providing enhanced and additional science labs, classrooms, updated technology, expanded research and study areas, and improved school safety and security; and WHEREAS, Dr. Griffith recommended that Lake Forest High School West Campus be resurrected and reinvigorated and it now includes a Shared Services Administrative Center, Teacher Training Facility, Little Scouts Preschool, Citadel Theatre, and a new Varsity Athletic Field. Dr. Griffith helped negotiate the Special Education District of Lake County (SEDOL) lease of a portion of the LFHS West Campus building for a K-8 program, which will provide over $9 million in upgrades and revenues to the district over a 20-year period; and WHEREAS, Under Dr. Griffith’s leadership, a comprehensive curriculum review cycle was established, District 67 and 115 test scores have repeatedly risen to record levels, and LFHS has experienced record numbers of National Merit Scholars and an emotional wellness initiative was implemented at both districts addressing the needs of the whole child; and WHEREAS, on the community front Dr. Griffith has served as past president of the Lake Forest Historical Society and the CROYA Adult Board, served on the ELAWA Commission, and on the boards of the Lake Forest Open Lands, Lake Forest Graduate School of Management, and is a member of the Rotary Club of Lake Forest-Lake Bluff. NOW, THEREFORE, BE IT RESOLVED that the City Council of The City of Lake Forest, Illinois, hereby expresses the profound gratitude of the citizens of Lake Forest to Dr. Harry D. Griffith for the loyal and faithful public service he has given by means of this resolution, which shall be spread upon the permanent records of the City Council. Adopted by the City Council of The City of Lake Forest this Fourth Day of June 2012. ____________________________ Mayor 7 The City of Lake Forest CITY COUNCIL Proceedings of the May 21, 2012 Regular Meeting 7:30 p.m. – City Hall Council Chambers CALL TO ORDER AND ROLL CALL: Mayor Cowhey called the meeting to order at 7:30 p.m. Deputy City Clerk called the roll of Council members. Present: Aldermen Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, Adelman. Absent: Pandaleon, Quorum present. There were approximately 75+ present in the audience. Also present were: Vic Filippini, City Attorney; Marlo Del Percio, City Attorney; Catherine Czerniak, Director of Community Development; Robert Kiely, City Manager; Ramesh Kanapareddy, City Engineer; Carina Walters, Assistant City Manager; Michael Thomas, Director of Public Works; Mary Van Arsdale, Parks & Recreation Director; Glenn Burmeister, Deputy Police Chief; James Held, Deputy Police Chief; Cathryn Buerger Deputy City Clerk. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance. Reports of City Officers 1. Comments by Mayor A. Appoint James Held Acting Police Chief Alderman Palmer moved, seconded by Alderman Novit to appoint James Held as Acting Police Chief. Motion carried unanimously by voice vote. B. Proclamation in Support of Lake Forest Day to be on July 31 and August 1, 2012 Alderman Novit moved, seconded by Alderman Waldeck to approve the proclamation in Support of Lake Forest Day to be on July 31 and August 1, 2012. Motion carried unanimously by voice vote. C. 2012-2013 New Board and Commission Appointments/Reappointments CEMETERY COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Colin Silvester Appoint as Chairman 2 FIRE PENSION NAME OF MEMBER APPOINT/REAPPOINT WARD Patrick Lindemann Appoint 1 GORTON COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD John Looby Reappoint 4 8 Proceedings of the May 21, 2012 Regular City Council Meeting HISTORIC PRESERVATION COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Kurt Pairitz Reappoint 1 Jim Preschlack Reappoint 3 Bill Ransom Reappoint 2 Mary Ellen Swenson Reappoint 1 John Travers Appoint 2 PARKS AND RECREATION BOARD NAME OF MEMBER APPOINT/REAPPOINT WARD Dan Jasica Appoint 4 Paul “Skoo” Walker Appoint 3 Curt Volkmann Appoint as Chairman 2 PLAN COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD John Anderson Reappoint 2 Jeff Kuchman Reappoint 1 Michael Ley Appoint 3 Augie Ziccarelli Appoint 4 POLICE PENSION NAME OF MEMBER APPOINT/REAPPOINT WARD Jay Trees Reappoint 4 9 Proceedings of the May 21, 2012 Regular City Council Meeting Alderman Schoenheider moved, seconded by Alderman to approve 2012-2013 New Board and Commission Appointments/Reappointments. Motion carried unanimously by voice vote. D. Announce City Council Committees for 2012-2013 Mayor Cowhey advised Council of the Committees for 2012-2013 and the appointment of Tom Morsch as Housing Trust Chairman. Alderman Palmer moved, seconded by Alderman Novit to approve the City Council Committees for 2012- 2013. Motion carried unanimously by voice vote. 2. Comments by City Manager A. Consideration of Recommendation to Approve a Master Plan for Forest Park. The City of Lake Forest approached the Lake Forest Garden Club (LFGC) in the fall of 2008 with a list of potential beautification projects. The LFGC chose to gift to the City a Master Plan for Forest Park to rehabilitate and enhance this very special property located within the East Lake Forest Historic District. Following almost two years of planning, public meetings and consultation with city staff a Conceptual Master Plan was presented to the City Council. In May, 2010, the City Council 1) accepted the Conceptual Master Plan; 2) endorsed the Garden Club’s continued efforts in the design development process; and 3) created the design development review process. Over the course of the next two years, the Forest Park Project Board proceeded as set forth in the Council resolution to refine the various elements of the conceptual plan and address critical issues raised by members of the Park and Recreation Board (PRB), Historic Preservation Commission (HPC) as well of interested residents. The proposed plan has been reviewed in multiple forums and before the PRB and HPC. On May 8th the PRB unanimously approved the Forest Park Master Plan in substantially the form presented. On May 16, the HPC unanimously approved the Forest Park Master Plan and issuance of a Certificate of Appropriateness subject to certain conditions. Despite the fact that the HPC has no mandated role in approving the Master Plan, the HPC was asked by the City Council back in 2010 to review the proposed plan and opine on its consistency with and sensitivity to the historic aspects of the area. In response, the HPC conducted the requested review and voted unanimously to recommend approval of the Forest Park Master Plan to the City Council subject to the following conditions: 1. Incorporate a statement prominently in the Master Plan stating the intent to implement the Plan in a manner that supports the Park’s continued designation as a Contributing Property to the Historic District. 2. Require a process that implements the plan incrementally and then evaluates the impact of the plan elements individually and collectively on the park. This incremental process may result naturally as a result of fund raising activities but should in particular be used in constructing the various walkways and paths and installing the park furnishings. 3. Assure that a review process is put in place to provide for evaluation of detailed design drawings and construction plans, in the context of the Master Plan and the stated vision, as they are presented for permit and construction. 4. Prior to any construction activity near the bluff, all studies and evaluation as determined to be necessary by the City Engineer shall be completed to the satisfaction of the City Engineer. All efforts shall be made to minimize impact to and preserve the integrity of the bluff. Consideration shall be given to, but shall not be limited to, the following: erection of protective fencing, limitations on type and size of equipment used and limiting construction vehicle access to areas as appropriate. 5. A signage plan shall be presented to the HPC at a later date for review and issuance of a Certificate of Appropriateness. If one or more structures are proposed in association with memorials in the park, a Certificate of Appropriateness should also be obtained for those elements. Under Chapter 51 of the City Code, the HPC has the vested responsibility to consider and issue a Certificate of Appropriateness for any “structure” within the historic district. While the City has not traditionally interpreted this definition to include public infrastructure, 10 Proceedings of the May 21, 2012 Regular City Council Meeting the collective thought was to do so for this very special piece of property. The HPC approved the issuance of a Certificate of Appropriateness for the Ring Road, Ring Road parking, south parking lot, bluff walk/landing, pathways, benches, tables and lighting plan subject to the following conditions. 1. The Bluff Walk shall be reduced in scope to preserve the north end of the park as a vestige of the original design of the park. 2. Alter the west path as appropriate in response to any changes to the Bluff Walk in accordance with condition #1 above. 3. Modify the park furnishings to allow for a transition of materials from Lake Road to the edge of the bluff with stone and more heavily scaled design elements used near the bluff and lighter materials and designs used in the open lawn area and approaching Lake Road. The above conditions or recommendations will be addressed through the recommended implementation agreement or through continued dialogue as the engineering and construction documents are produced. All parties are committed to seeing this project through and making sure it exceeds expectations. City staff strongly endorses the proposed Forest Park Master Plan and wishes to recognize the tremendous effort of the Forest Park Project Board, the PRB and HPC and hundreds of interested residents. The Plan reflects the best thinking of so many talented and caring people who have worked tirelessly to create a pleasing rehabilitation of this wonderful community asset. Once again, a public-private partnership has produced a significant creation that will benefit generations of residents to come. Due to the number of attachments copies will be distributed to Council in Friday’s delivery. RECOMMENDED ACTION: If appropriate and should the City Council desire, approve the Forest Park Master Plan and direct the City Manager and City Attorney to prepare an agreement with the Forest Park Project Board relating to the implementation of the Master Plan. Several residents from the City of Lake Forest stood before Council to state their concerns, opinions, and observations: John Drummond, 410 E. Woodland Dan Siebalt, 560 Ivy Ct. Chris Fisher, 906 N. Green Bay Sandy Gannun, 650 Northmoor Romy Lopat, 410 E. Woodland Wendy Crawford, 676 Lake Rd Kristine Sykera, 540 Mayflower All Council members gave their comments, concerns, and opinions regarding Forest Park. Alderman Novit moved, seconded by Alderman Palmer to approve the Forest Park Master Plan and direct the City Manager and City Attorney to prepare an agreement with the Forest Park Project Board relating to the implementation of the Master Plan. The following voted “Yea” Alderman Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, and Adelman. The following voted “Nay” None. Motion carries. 3. Comments by Council Members Alderman Adelman advised there were still foursomes available for the Fred Jackson golf classic on June 1, 2012. A. Public Works Committee- Request to Waive the Bid Process to Purchase 35 & 65-Gallon Recycling Carts Staff requested City Council authorization to waive the bidding process and purchase the remaining recycling carts from Schaefer Systems. Schaefer Systems is the same company that supplied the City with the 3,600 65-gallon recycling carts last September. 11 Proceedings of the May 21, 2012 Regular City Council Meeting The remaining 3,000 carts will be delivered to households this September free of charge. The request is being made for not only consistency purposes, but after a thorough analysis last spring, staff believes that Schaefer Systems’ cart is the best built cart available today (highest total plastic content and an additional wear strip on the bottom of the cart). Last September, approximately 3,600 carts were delivered to households throughout Lake Forest. The carts were paid for by a $100,000 grant from Illinois’ Department of Commerce and Economic Opportunity (DCEO hereafter) along with $60,000 from the City’s capital fund. The City has received positive feedback on the carts and as a result, has also realized a significant increase in its overall recycling tonnage. However since September, 2011 staff has also received multiple calls from residents concerned about the overall size of the cart and either the difficulty of finding space in their garage and / or moving to and from the curb. Therefore staff recommended that with this year’s roll-out, the City provide a smaller 35-gallon cart option. To date staff has received requests from 383 households for a 35-gallon cart. In addition 167 households that currently have the 65-gallon cart have requested that it be exchanged for a 35-gallon. Both requests will be accommodated as staff is proposing to purchase 1,000 35-gallon and 2,000 65- gallon carts for the final roll-out.With the increased cost of oil, resin has increased from $.71 / lbs. to $.775 / lbs. The increase will be offset by ordering the smaller price 35-gallon carts (approximately $7/cart less). The City was once again successful in receiving a $100,000 grant from Illinois’ Department of Commerce and Economic Opportunity. The City had a goal of increasing its recycling by 15%-20% after the entire roll-out was complete. With only 55% of the City currently having the carts, the City has already realized a near 17% increase in its recycling tonnage. This not only equates to increased revenue for the sale of the recyclables but decreased expense at the landfill. FY2013 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N State Grant 311-0050-432-66-17 $100,000 $100,000 Y General 311-0050-432-66-17 $ 40,000 $ 40,000 Y RECOMMENDED ACTION: Staff recommends that City Council waive the bidding process and purchase of 3,000 recycling carts to Schaefer Systems International, Inc., in the amount of $137,532. In addition, 3,000 decals will be purchased to place on the inside lid at a cost of $3,720. This final phase of the cart roll-out program will total $141,252 which is $1,252 over the budgeted amount of $140,000. Alderman Palmer moved, seconded by Alderman Novit to approve and waive the bidding process and purchase of 3,000 recycling carts to Schaefer Systems International, Inc., in the amount of $137,532. In addition, 3,000 decals will be purchased to place on the inside lid at a cost of $3,720. This final phase of the cart roll-out program will total $141,252 which is $1,252 over the budgeted amount of $140,000. The following voted “Yea” Alderman Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, and Adelman. The following voted “Nay” None. Motion carries. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS- Mayor Cowhey asked Anne Whipple to brief the Council on the community task force. On June 7th there will be an assessment on what resources are available and how our local framework is configured. The meeting will be held at the Lake Forest School of Management. ITEMS FOR OMNIBUS VOTE CONSIDERATION A. Award of Lake Forest share of the 2012 Joint Annual Sewer Lining Project. City maintains 139 miles of mainline sanitary sewer. The pipe material that was predominantly used, in the past, to construct the sanitary sewers were of clay material. The clay pipes are most susceptible to deterioration from natural elements and other sources such as root intrusions, leaky joints, or being susceptible to cracking. With a deteriorated pipe, the functionality of the pipe to carry the flows is compromised thereby creating surcharges and/or backups in the sewer system. One of the common occurrences for surcharges is the Inflow/Infiltration (I/I) of the rainwater into sanitary sewers. The sanitary sewers are not designed to carry any storm water and any additional amount of storm runoff into the system can cause potential surcharges and/or backups. Years ago, in order to rehabilitate these sewers, the only option available was to excavate and replace in kind. With advancement of technology, we now have the option of lining the sewers. Lining is a process to reconstruct certain sections of badly deteriorated sewers. This reconstruction technique is done without the time consuming, expensive and disruptive excavation process. The 12 Proceedings of the May 21, 2012 Regular City Council Meeting process provides for the insertion of a special liner inside the pipe, creating a new smooth-surfaced, long-lasting pipe within the old sewer. Each year, the Water & Sewer Section televises the suspected problem areas of the sewers based on complaints received, basement backups, roadway flooding, or routine maintenance of the sewers. Additionally, the City televises all existing sanitary and storm sewers in the area of upcoming capital projects so that it is able to fix any damaged sewers either prior to or during construction. This list is updated on an annual basis. Based on the funding availability, portions of the list are prioritized based on the severity of the sewers and are lined accordingly. As of 2011, City has lined 24 miles of sanitary sewer. In 2006, the communities of Lake Forest, Highland Park, Lake Bluff and Highwood joined together in an effort to improve their respective deteriorated sanitary and storm sewer distribution systems. The sanitary sewer ultimately discharges into the North Shore Sanitary District (NSSD) wastewater treatment plant and the storm sewer eventually flows to Area Rivers or to Lake Michigan. This group, known as the Northern Illinois Local Government Public Improvements Consortium (Consortium) received two US EPA grants totaling $500,000 and $350,000 in 2006 and 2008 respectively. City continues to pursue grants for similar projects and look at other means to maximize the work with limited resources. City Staff have previously briefed the Council on Municipal Partnership Initiative (MPI), a program that takes advantage of economies of scale, for securing low bid prices, among neighboring municipalities who bid similar projects each year. This year, City joined forces with Arlington Heights, Park Ridge, Winnetka, Northbrook, and Wheeling as Group 2 bid for the 2012 Joint Annual Sewer Lining Program. For this year’s program, Lake Forest is the lead agency on behalf of the six communities participating in the joint bid contract. Bids for the 2012 Joint Sewer Lining Program were received and opened on May 4, 2012. A total of four (4) firms bid the joint project. A summary of the bids received are as follows: The following is a summary of the bids received: BIDDER TOTAL MPP BID Michels Corporation $1,283,730.00 Insituform Technologies, Inc. $1,337.951.15 Visu-Sewer, Inc. $1,355,029.55 Kenny Construction, Inc. $1,776,384.00 Engineer’s Estimate $1,325,532.00 The breakdown of the MPI bid specific to Lake Forest bid items are summarized below: BIDDER LAKE FOREST SHARE BID Michels Corporation $233,539.00 Insituform Technologies, Inc. $235,350.35 Visu-Sewer, Inc. $240,328.40 Kenny Construction, Inc. $334,029.00 Engineer’s Estimate $197,320.00 The low responsible bidder, Michels Corporation has considerable experience performing this type of work throughout the Chicagoland area including Lake Forest. Michels was also the lowest responsible bidder for the City of Lake Forest in 2010 and last year’s Group 13 Proceedings of the May 21, 2012 Regular City Council Meeting 1 MPI joint Annual Sewer Lining bid. The MPI communities checked the past performance of Michels on projects of similar size and scope and determined that their performance was satisfactory. The remaining five communities are scheduled to award their portion of the contract to Michels in the coming month at their respective Council meetings. The Lake Forest share of the bid from Michels is higher than the Engineer’s Estimate and the budgeted amount. We had anticipated a 5% increase in costs from past year but the rates came higher than anticipated with this joint bid. It is staff’s opinion that the bid is competitive and the unit prices are lower with the economies of scale quantities. The bid could be higher if bid alone. With the prices coming slightly higher, City plans to modify the scope of the project to be within the budgeted amount. The modification will be done in accordance with the contract specifications. It is staff recommendation that the project proceed with the budgeted amount of $200,000.00. All document tasks related to MPI portion and the Lake Forest portion of final engineering plans and joint bid contract documents were done by in-house Engineering Staff. The joint contract bid specifications provided details on all six (6) communities' respective bid quantities to assist the winning contractor in planning this joint bid program. If awarded, work on this project is expected to begin in July and be substantially completed by end of November. Upon award of the contract, all six (6) municipalities will meet with the contractor to get a tentative schedule for each community. The property owners near the vicinity of the construction work for Lake Forest portion of the joint contract program will be notified in advance of the start of construction. The City website, under Construction Updates, will also provide the details the construction schedule. Each municipality will be responsible for inspecting their own Sewer Lining program. City Engineering staff will provide oversight through daily inspections for Lake Forest portion of the contract to minimize any potential complaints from residents and businesses. Below is a summary of Project budget: FY2013 Funding Source Account Budget Amount Requested Budgeted? Y/N Water and Sewer (Sanitary) $200,000.00 $200,000.00 Y RECOMMENDED ACTION: Staff recommended awarding the Lake Forest share of contract for the 2012 Joint Annual Sewer Lining Project to Michels Corporation for a not-to-exceed amount of $200,000. B. Approval of Townline Community Park Playground Project On March 19, 2012, City Council approved the purchase of the playground equipment portion of the project; however, they agreed to delay the approval of the remaining expense components of the project (surfacing options and its associated installation requirements) in order to assess the effectiveness of the 2011drainage improvement project. Staff has been closely monitoring the condition of the sports fields, particularly the drainage time after significant precipitation. Staff is very pleased with the progress that has been made with drainage, noting that in the past, fields where not playable for eight to ten days after a heavy rain, and now they are recovering (playable) within two to three days. Staff also met onsite with a certified turf specialist from Conserve FS. He has been monitoring the fields for several weeks and has noticed a significant improvement in drainage. He also recommended further maintenance practices that will continue to improve the drainage and improve the overall health of the turf grass. City staff worked with NuToys Leisure Products to prepare surfacing options for the playground. Staff recommends Poured-in-Place rubber surfacing because of its superior surface qualities and reduced maintenance requirements. We have installed Poured-in- Place at our last two playground installations (Waveland and Deerpath preschool playgrounds) and are very satisfied with the performance and look of this product. In addition, we have had Poured-in-Place at the beach playground for approximately ten years and we are also pleased with its performance. The surfacing materials and installation will be provided by NuToys Leisure Products. NuToys Leisure Products is a member of HGAC Buy, a cooperative purchasing program for public government agencies which conduct a material bid that satisfies state bid procurement requirements resulting in cost and time savings for the City.There are a number of advantages for Poured-in-Place surfaces: 14 Proceedings of the May 21, 2012 Regular City Council Meeting Advantages: • Surface is clean, smooth and safe • Handicap accessible • Available for use quickly after rain • Requires less maintenance over the life of surface • Available in variety of colors • Consistently safer without daily maintenance • 7 year Warranty • Upon approval, the tentative schedule for this project will be to start pre-construction in June, followed by installation in July. The tentative completion of this project will be early August of 2012. The total cost for this project using Poured-in-Place rubber surfacing is $167,000, an increase in the overall cost of the project by $54,000. The additional cost would be expended from the Recreation Fund surplus reserve, which has a balance of $700,000 in excess of the City’s required 15%. Our estimated break down of costs is as follows: Project Cost using Poured-in-Place Expense Amount Playground Equipment $78,699 Concrete Curbing $7,783 Concrete Path $2,439 Excavation/Earth Work $2,500 Landscape Fabric $400 Poured-in-Place Surface $58,700 Landscape Material $6,000 Construction Materials $2,800 Subtotal: $159,321 Contingency (5%) $7,679 Total Expense: $167,000 Completed FY2012 Funding Source Amount Available Amount Requested Budgeted? Y/N Rt. 60 Debt Issue Special Tax Levy Fund $69,000 $10,519 $79,519 for Equipment Y 15 Proceedings of the May 21, 2012 Regular City Council Meeting Remaining Expense Portion FY2013 Funding Source Amount Available Amount Requested Budgeted? Y/N Park and Public Land Fund Special Recreation Tax Levy Recreation Fund $30,000 $3,481 $700,000 $33,481 for remaining installation $54,000 for Poured-in-Place Surface Y N RECOMMENDED ACTION: Staff recommended approval to purchase remaining playground installation materials and surfacing - Playground with all Poured-in-Place at Townline Community Park for a total expense of $87,481. This includes $33,481 from the Park & Public Land Fund and the Special Recreation Tax Levy, $54,000 from the Recreation Fund surplus. This includes awarding a contract with HGAC Buy through NuToys Leisure Products for the remaining playground installation materials and Poured-in-Place surfacing. C. Approval of Citywide Street Tree Inventory On March 19, 2012 City Council approved the tree inventory project as part of the Capital Improvement Plan (Capital Fund expenditure). The first phase of the inventory will involve GIS-based inventory of 10,000 street trees by Davey Resource Group. Training and oversight by Davey will also allow further expansion of the inventory by City staff. In the coming years the City will face a huge challenge in managing the effects of the devastating Emerald Ash Borer (EAB). The City will be faced with extraordinary removal, treatment and replanting requirements. A tree inventory will be crucial in developing a comprehensive EAB management plan. The best approach to maintaining our community forest is to have an organized, proactive management program that includes a tree inventory, a tree management plan, and integrated software. This will allow staff to prioritize, schedule, and budget effectively. Commonly collected data during an inventory includes: • Location • Species • Diameter • Condition • Maintenance Need and Priority • Proximity to Utility Lines, Traffic Signs and Signals • Sidewalk and Other Hardscape Damage • Insect and Disease Problems • Potential Planting Sites • Management issues such as prioritizing maintenance, maintaining species diversity, and training young trees can be readily addressed. A tree inventory will provide lists of trees requiring priority removal and pruning that staff can carry out within the limits of budget and time. The existence of data on trees makes it easy to locate and reevaluate them on a regular schedule. The inventory can be used subsequently to monitor trees for safety on a continual basis. The completed tree inventory will also facilitate short and long-term planning. When intervention becomes necessary, an inventory is invaluable. Whether the concern is tree pruning, pest management, or any other procedure, having complete tree data that can be easily queried and analyzed will make planning for the job and its costs much easier. An up-to-date tree inventory will provide the data needed to determine specific levels of funding needed for tree maintenance and tree plantings projected over a multiyear 16 Proceedings of the May 21, 2012 Regular City Council Meeting period. With accurate data, staff can establish, prioritize, and justify annual budget requests. This will be increasingly important with the spread of the EAB throughout the City. The tree inventory will be used to better serve the residents by tracking service requests. This allows staff to record requests, link them with individual tree records, and prepare inspection lists. In addition, the inventory will enable staff to inform residents of upcoming tree maintenance in their area. The inventory data, maps or summary reports can also be distributed in print or on our website so the public can access them. In this way, the public can gain a better understanding of the work of urban forestry, and become more willing to support its programs. City staff is recommended the selection of Davey Resource Group as the vendor of choice. Attached is an overview of their qualifications which identify the superior benefits this company can provide including: professional trained arborists to ensure quality data collection in the field, state-of-the-art field GIS equipment, multi-featured software providing flexibility in ways to use the data, and extensive experience serving municipalities and the local area. City staff reviewed other company’s software but due to the specialized nature of software and necessary field qualifications, staff felt Davey Resource Group’s provided the superior product. As a result, this past spring staff tested the Davey Resource Group software by completing the tree inventory of Forest Park and felt the software fulfilled our needs and will be the optimal choice going forward. It is staff’s view that Davey Resource Group provides the most comprehensive qualifications and superior tree inventory software package available to achieve the City’s tree management needs. The total cost for the first phase of the tree inventory project is $40,000. This includes computerized inventory of approximately 10,000 street trees and on-site training of City staff. FY2013 Funding Source Amount Available Amount Requested Budgeted? Y/N Capital Fund $20,000 $20,000 Y General Fund (City Council Contingency) $20,000 $20,000 N RECOMMENDED ACTION: Staff recommends approval to enter a professional services contract with Davey Resource Group to complete the first phase of the citywide street tree inventory. D. Award of Lake Forest Police Department Uniform Bid The Lake Forest Police Department anticipates spending in excess of $20,000 per year, on uniform-related items, for each fiscal year, 2013, 2014, and 2015. Pursuant to the City’s purchasing policy, bids for these services were received. On March 30, 2012, uniform vendors were invited to bid on a list of uniform items that make up the bulk of our orders. The invitation to bid was placed on the city website, posted on public bulletin boards, e-mailed to known vendors and others encouraged to bid during telephone solicitations. Four uniform companies participated in the bid process: • Kale Uniform, 204 W. Liberty Wheaton, Illinois 60187, (630) 665-9926 • Uniformity, 3177 Mac Arthur Blvd, Northbrook, Illinois 60062, (847) 236-3100 • Galls, 2680 Palumbo Drive, Lexington, Kentucky, 40509 • VCG Uniform, 5050 W. Irving Park Road, Chicago, Illinois 60641, (773) 545-3676 Bidders were required to have a return policy. Vendors could submit a single price for all three years or individual prices per fiscal year. Vendors Kale and Uniformity submitted a single price for all three years, while Galls and VCG submitted prices for each fiscal year. It should be noted that Galls supplies via shipping only and submitted substitutes for Blauer products. 17 Proceedings of the May 21, 2012 Regular City Council Meeting The following table indicates the scoring from each submitting vendor as it relates to price per item: Vendor Score Kale 2,724.75 Uniformity 3,363.45 Galls 3,508.58 VCG 4,245.60 The police department has had successful experiences with both local companies Kale and Uniformity. The last contract was awarded to Kale Uniform and performance has been satisfactory, and returns are easier with a local company with saving on shipping costs. We have used Galls for specific item purchases via mail order only. We have not had any experience with VCG. RECOMMENDED ACTION: Approval of Lake Forest Police Department uniform Bid to Kale uniform for a three year period ending 2015. E. Approval of the May 7, 2012 City Council Meeting Minutes Alderman Palmer moved, seconded by Alderman Moore to approve the Omnibus as presented. The following voted “Yea” Alderman Novit, Waldeck, Moore, Schoenheider, Tack, Palmer, and Adelman. The following voted “Nay” None. Motion carries. ORDINANCES 1. Consideration of a Recommendation from the Plan Commission in Support of Tentative Plat Approval for a 6-Lot Subdivision, the Spiel Subdivision, on Property Located on the North Side of Westleigh Road, West of Green Bay Road. (Approval of a Motion Granting Tentative Plat Approval) In February and March, 2012, the Plan Commission considered a request from the Spiel family for tentative plat approval of a 6-lot Planned Preservation Subdivision. The property totals 10 acres and is currently developed with one single family residence, the longtime Spiel family home, which is located on the northeastern portion of the property. The existing house, designed by Stanley Anderson, will be preserved through this subdivision and will be situated on the largest lot in the development. Five new lots will be created, all accessed from a private, rural-type road. As proposed, each lot will be developed with a custom designed home. Tentative plat approval is the first step in the subdivision process and provides the petitioner with confirmation that the proposed subdivision generally conforms to all applicable requirements. Some refinement in the plan and further detailing will occur between tentative and final approval of the subdivision plat consistent with the conditions of tentative approval. Tentative plat approval is valid for a period of 12 months during which time, a final plat and other required documents must be submitted for final consideration by the Plan Commission and ultimately, for action by the City Council on the final plat of subdivision and the associated Special Use Permit. In its deliberations on the proposed subdivision, the key aspects of the plan discussed by the Plan Commission included drainage, preservation of open space and overall land plan, treatment of perimeters in relation to adjacent developed properties and the appropriateness of six smaller lots versus five larger lots. The Plan Commission’s report, provides additional background and analysis of the details of the plan as well as a list of the recommended conditions of approval. The Commission voted to recommend approval of the plan commending the preservation of open space and the overall development concept. The Commission noted the unique neighborhood that will result from the proposed subdivision. The conditions of tentative approval recommended by the Commission address routine items and require additional attention to the perimeter areas in response to concerns from some neighboring property owners. Recommended Action: Approve a motion granting tentative plat approval for the Spiel Subdivision subject to the conditions as recommended by the Plan Commission. 18 Proceedings of the May 21, 2012 Regular City Council Meeting Alderman Palmer moved, seconded by Alderman Novit to approve a motion granting tentative plat approval for the Spiel Subdivision subject to the conditions as recommended by the Plan Commission. Motion carried unanimously by voice vote. 2. Consideration of a Report and Recommendation from the Zoning Board of Appeals in Support of a Variance from the Lot-in-Depth Setback Requirements for Property Located at 1137 N Green Bay Rd. (First reading and, if desired by the City Council, Final Approval) On April 3rd, 2012, the Zoning Board of Appeals held a public hearing to consider a request for a variance from the lot-in-depth setback requirements in the R-3 zoning district for property located at 1137 N Green Bay Rd. After hearing a presentation from the petitioner the Board voted unanimously to recommend approval of the variance to the City Council. This variance request is presented to allow construction of a one-story addition to the existing residence. The required lot-in-depth setbacks for this property are 40 feet from all properties lines. The variance as requested will allow the new addition to be located no closer than 18 feet to the north property line. Given the location of the proposed addition, little to no change will be perceived from the street or neighboring properties. The design is intended to maintain property’s current character. Recommended Action: Waive first reading and grant final approval of an Ordinance authorizing construction of an addition located no closer than 18 feet to the north property line as requested. Alderman Novit moved, seconded by Alderman Palmer to waive first reading of an Ordinance authorizing . Motion carried unanimously by voice vote. 3. Consideration of an Ordinance Regarding the Use of Wireless Telephones and Electronic Devices While Driving (Final Reading) At the February 21, 2012 City Council meeting staff recommended consideration and action by the City Council relating to a ban on the use of cell phones and other electronic devices while operating a motor vehicle within the limits of the City; unless the operator is using a hands-free device. Several Council members expressed concerns and views and as a result first reading was passed with a 5 to 4 vote while the second and final reading failed with a 4 to 5 vote. The Legal Committee first discussed the concept of an ordinance related to restricting the use of electronics while driving at their October 26, 2011 meeting. Following a briefing from Alderman Palmer at the December 5, 2011 Committee of the Whole meeting on the Legal Committee’s discussion and recommendation, the City Council directed staff to further review the matter and bring forward options at the January 3 City Council meeting. At the January 3 meeting, the consensus was to table this matter until the February 6 Council meeting when the entire City Council would be present for the discussion. At the February 6 meeting, staff provided a report indicating that the Illinois State Legislature had introduced a bill that would apply restrictions similar to what Lake Forest was contemplating, on a state-wide basis. Potential Options for Consideration: 1) Do not pass a new Ordinance and continue to enforce current Illinois laws regarding distracted driving.The City Council could elect to not enact any new ordinances relating to the use of cellphones and other electronic devices and continue to operate under current Illinois law. Current law does restrict the use of such devices in school zones and construction areas. If the Council was to favor this option, the staff would recommend that we take the following steps. a) Formally recommend to our respective State Representatives that the State move forward with legislation to create a state-wide ban on the use of such devices (not just in school or construction zones). b) Direct staff to prepare a formal public education program to inform the community on current state law and the dangers of distracted driving. 2) Adopt an Ordinance regarding the use of wireless telephones and electronic devices while driving “Hands Free Ordinance”.On February 21, 2012 the City Council approved first reading of an ordinance which substantially mirrors the legislation enacted by other area municipalities (Highland Park, Deerfield) and the legislation under consideration by the State. Two matters of consideration associated with this option are the schedule of implementation and enforcement. a) Schedule of Implementation – The City Council has the option of moving forward with the adoption of the ordinance with the stipulation that it does not go into effect until some future date (ie: January 1, 2013). This enables sufficient time for city staff to publicize the new legislation and permit time for drivers to change cell phone use behaviors. b) Enforcement – The matter of enforcement by the Lake Forest Police Department would be similar and consistent with enforcement of the Seat Belt Law. Our intent would not be to aggressively “seek-out” drivers violating the ordinance but rather to piggy-back its application with another violation that may have occurred. For example, speeding while on the cell phone. 19 Proceedings of the May 21, 2012 Regular City Council Meeting Even if the State were to enact a statewide ban on the use of wireless telephones and other electronic devices while driving, staff would still recommend that the City enact its own companion ordinance. This allows police officers to write tickets that bring individuals before the Administrative Hearing Officer and results in a higher percentage of the ticket revenue to stay in Lake Forest. Staff also recommended that a formal public education program be implemented under this option as well. RECOMMENDED ACTION: If appropriate and should the City Council desire, approval of final reading of a Hands Free Ordinance along with stipulation on the schedule for implementation. Alderman Palmer moved, seconded by Alderman Adelman to approve a Hands Free Ordinance along with stipulation on the schedule for implementation of September 1, 2012. The following voted “Yea” Novit, Moore, Pandaleon, Palmer, Adelman. The following voted “Nay” Waldeck, Tack. Motion carries 5 yeas 2 nays. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION None ADJOURNMENT There being no further business, Alderman Palmer moved, seconded by Alderman Schoenheider to adjourn the meeting at 9:16 p.m. The motion carried unanimously by voice vote. Cathryn H. Buerger Deputy City Clerk 20 21 22 23 24 25 26 27 28 29 30